Important information and who we are

Purpose of this Privacy Policy

The Store Room (“we” or “us”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy aims to give you information on how we collect and process your personal information (including any personal information you may provide through our website or when you purchase a service or product from us) and how we look after your personal information.

This Privacy Policy will also tell you about your privacy rights and how the law protects you.

Who are we?

The Store Room is the controller and responsible for your personal information that is provided to us.

If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please use the contact details set out below:

Contact details

Full name of legal entity:	The Store Room Limited
Email address:	dataprotection@thestoreroom.co.uk
Postal address:	Whiteleaf Business Centre, 11 Little Balmer, Buckingham, Buckinghamshire, MK18 1TF

The type of personal information we collect about you

Personal information means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We collect, use, store and transfer different kinds of personal information about you which we have grouped together as follows:

• Identity Data includes your name, date of birth and gender.
• Contact Data includes billing address, delivery address, email address and telephone numbers.
• Financial Data includes bank account and payment card details.
• Transaction Data includes details about services and products you have purchased from us.
• Technical Data includes IP address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website.
• CCTV Data includes video images (and static pictures) captured and recorded on CCTV cameras and/or door entry systems at our sites.
• Usage Data includes information about how you use our website, products and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We do not collect any special categories of personal information about you. This includes details relating to:

• Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions
• Trade union membership
• Information about your health, including any medical condition, health and sickness records
• Biometric data
• Information about criminal convictions and

Children

We do not knowingly collect personal information relating to children under the age of 16. If you are a parent or guardian of a child under the age of 16 and think that we may have information relating to that child, please contact us at dataprotection@thestoreroom.co.uk. We will ask you to prove your relationship to the child but if you do so you may (subject to applicable law) request access to and deletion of that child’s personal information.

If you fail to provide personal information

Where we need to collect personal information by law, or under the terms of a contract we have with you, and you fail to provide that information when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

How we collect your personal information

We use different methods to collect information from and about you including through:

• Direct interactions: you may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal information you provide when you :
• make enquiries about/request a quotation for our services or products (e.g. via an online quote, live chat, telephone enquiry or face to face at one of our sites);
• create an account with us (including on our website);
• enter into a contract with us for our services or products;
• request marketing to be sent to you;
• enter a competition, promotion or survey; and
• give us feedback or contact us.

We may monitor and record communications with you (such as telephone calls and emails).

• Automated technologies or interactions: as you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal information by using cookies,and other similar technologies. Please see our cookie policy for further details.
• Third parties or publicly available sources: we will receive personal information about you from various third parties and public sources as set out below:
• Technical Data from the following parties:
• analytics providers;
• advertising networks; and
• search information providers.

• Contact, Financial and Transaction Data from providers of technical, payment and delivery services.
• Identity and Contact Data from publicly available sources.

How we use your personal information

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

Performance of contracts – where we need to perform the contract we are about to enter into or have entered into with you.

Legitimate interests – where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. Our legitimate interest is the interest of our business in conducting and managing our business to enable us to give you the best service/product and most secure experience.

Legal obligation – where we need to comply with a legal obligation.

Purposes for which we will use your personal information

We have set out below, in a table format, a description of the ways we plan to use your personal information and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal information for more than one lawful ground depending on the specific purpose for which we are using your personal information.

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
To register you as a customer	(a) Identity (b) Contact	Performance of a contract with you
To process and deliver services and products to you, including: (a) manage payments, fees and charges (b) collect and recover money owed to us (c) arrange insurance cover on your behalf	(a) Identity (b) Contact (c) Financial (d) Transaction (e) Marketing and Communications	(a) Performance of a contract with you (b) Necessary for our legitimate interests (to recover debts due to us)
To protect our business and deliver services to you	CCTV	Necessary for our legitimate interests (to deliver a secure self-storage environment, prevent and deter crime, protect buildings and assets from damage, disruption and vandalism, ensure the personal safety of visitors to our site and assist in the defence of litigation).
To manage our relationship with you which will include: (a) notifying you about changes to our terms or privacy policy (b) asking you to leave a review or take a survey (c) recording communications with you	(a) Identity (b) Contact (c) Profile (d) Marketing and Communications	(a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated, to study how customers use our products/services, to check the quality of our customer services, for training purposes to prevent fraud and to make sure we are complying with our legal obligations)
To enable you to partake in a prize draw, competition or complete a survey	(a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications	(a) Performance of a contract with you (b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)
To administer and protect our business and our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	(a) Identity (b) Contact (c) Technical	(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you	(a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical	Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences	(a) Technical (b) Usage	Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you	(a) Identity (b) Contact (c) Technical (d) Usage (e) Profile (f) Marketing and Communications	Necessary for our legitimate interests (to develop our products/services and grow our business)

Marketing

We may use your Identity, Contact, Technical, Usage ad Profile Data from time to time to communicate with you information about other services we can offer you and update you about our activities and promotions which may be of interest to you. You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and you have not opted out of receiving that marketing.

Opting out

If you would like to stop receiving marketing messages, you can click on the “unsubscribe” button at the bottom of the relevant email or contact us at any time. It may take a few days for this to take place. If you ask us to stop contacting you in this way, you can also ask us to start again at any time. Where you opt out of receiving marketing messages, this will not apply to personal information provided to us as a result of a product/service purchase or other transaction.

We will get your express opt-in consent before we share your personal information with any third party for marketing purposes.

Who your information may be shared with

We never sell your data to any third parties.

We may share your personal information with the parties set out below for the purposes set out in the table above:

• Internal Third Parties e.g.other companies in our group.
• External Third Parties e.g.
  • service providers under contract with us to support our business operations, such as technology services, CCTV services, identification verification, fraud prevention and debt collection;
  • Our insurers and insurance brokers if you take out insurance cover through us;
  • Professional advisers, including lawyers, bankers, auditors and insurers who provide services to us;
  • HM Revenue & Customs, regulators and other authorities;
  • Law enforcement or government agencies in connection with any investigation to help prevent or detect unlawful activity; and
  • Any person who is your agent or representative.
  • Third parties to whom we may choose to sell, transfer or merge parts of our business or assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal information in the same way as set out in this Privacy Policy.

All our third-party service providers and other entities in our group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal information for their own purposes. We only permit them to process your personal information for specified purposes and in accordance with our instructions.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used, or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those people processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We will use technical measures to safeguard your personal information, for example:

• We store your personal information on secure servers; and
• Payment details are encrypted on the secure

We have procedures in place to deal with any suspected data security breach. We will notify you and any applicable supervisory body of a suspected data breach where we are legally required to do so.

While we will use all reasonable efforts to keep your personal information safe, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal information that is transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us.

How we store your personal information

We will only retain your personal information for as long as reasonably necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements. We may retain your personal information for a longer period in the event of a compliant or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal information, we consider the amount, nature and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Where you have a contract for the provision of storage services with us, we currently retain personal information for a period of 7 years from the termination of the agreement between us and you.

Where you have obtained a quotation from us either via our website, telephone, through our chat online facility or in person in one of our stores and have not subsequently entered into a contract for the provision of storage services with us, we shall retain your personal information for a period of no longer than 12 months from the last point at which you communicated with us either by our website, telephone, through our online chat facility or in person in one of our stores.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for a minimum of six years after they cease being customers for tax purposes.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information we hold about you (this is commonly known as a ‘data subject access request’).

Your right to rectification - You have the right to ask us to rectify personal information we hold about you which you think is inaccurate. You also have the right to ask us to complete personal information we hold about you which you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances (including where there is no good reason for us continuing to process it). Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contact with you.

Your right to withdraw consent at any time – You have the right to withdraw your consent for us to process your personal information where we are relying on consent to process your personal information. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services or products to you.

You are not required to pay any charge for exercising your rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances. If you make a legitimate request, we have one month to respond to you. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Please contact us at dataprotection@thestoreroom.co.uk if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at dataprotection@thestoreroom.co.uk.

You can also complain to the Information Commissioner’s Office (“ICO”) if you are unhappy with how we have used your personal information.

The ICO’s address:

Information Commissioner’s Office Wycliffe House

Water Lane Wilmslow Cheshire SK9 5AF

Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk

We keep our Privacy Policy under regular review. This version was last reviewed on 8th July 2024. .